A prior approval (single disclosure) must be approved by your department chair, Dean (or VP) and the President’s delegate before the activity begins. Activities that require prior approval are approved annually on a fiscal year basis (September 1 – August 31).

iDisclose will be used to submit your disclosures of prior approval. Once you submit your request, it will be routed to the appropriate individual for approval. You can review the status of your request by viewing your dashboard, section Prior Approvals.

Submitting Prior Approvals (Single Disclosure)

Step 1 - Start Here

From the home page, 4 common activities are available: Compensation, Board Service, Outside Employment or Reimbursed Travel.

Click an option to continue. A window listing additional considerations will be displayed.

Click the blue continue button.

Sign in using your HSC email address and domain password.

Step 2 - Entities

An entity is an individual, business, institution or organization that you interact with and with whom you have external activities to disclose. Before navigating to the disclosure page, you must have at least 1 Entity within your Entity List and it must be active.

NOTE: If you have previously submitted an annual disclosure you will see a list of entities. You have the ability to use (editing may be required) an existing entity, or add a new entity.

Add an Entity

Click and complete all fields.

Select an Entity Category: For-Profit, Non-Profit or Government

Select an Entity Type: options are based on the Entity Category you selected

Select an Entity Industry: options are based on the Entity Category you selected

Complete Entity Name

Complete the Location - Street Address and City State/Province, Country

Click Save

Edit an Entity

Select an entity currently listed by clicking the check box

Click the Edit button

The information about that entity will be appear in the fields in the bottom half of the window.

Make your changes and select the blue Save button.

Delete an Entity

Select an entity currently listed by clicking the check box

Click on the Trashcan icon in the Action column of the entity you want to delete.

A warning message will be displayed asking you to confirm your action.

Click on the blue Delete button to delete the entity or select Cancel if you change your mind.

Remember, if you simply want to stop an entity from displaying as an option when completing your Disclosure page, Inactivate the entity.

NOTES: About deleting entities:

Entities that are used in a report that has been certified and submitted cannot be deleted. If you choose to delete such an entity it will be made permanently unavailable to you.

Deleting an entity that has never been used in a report is permitted.

If you delete an entity used in a disclosure that is part of your current report, you must either delete the disclosure or add the appropriate entity to it.

Activate/Inactivate an Entity

Remember that entities must be activated in order to use them in your disclosures. This feature is intended to provide you with a way of limiting the number of entities that are available for use in disclosures without needing to delete them.

If the Entity Status shows the Active button, your entity is Active.

To make Inactive, click the Active button.

If the Entity Status shows the Inactive button, your entity is Inactive.

To make Active, click the Inactive button.

NOTES: If you intend to use your entity in order to document future disclosures, Inactive the entity. If you delete, you will not be able to retrieve what has been deleted.

Menus & Icons

Allows you to edit an Entity.

Deletes an Entity.

Allows you to view your Entity within a browser window.

Allow your Entity to be displayed as an option within the Disclosures page.

Prevents your Entity from being displayed within the Disclosures page as an option.

If the tag icon is highlighted, this indicates that you have incomplete fields regarding your entity. Click the tag to completeany of the three fields: category, type, and industry.

Step 3 - Disclosures

A disclosure contains the details of your activities with an outside entity. If in 2014 you submitted an annual report and disclosure(s) were identified as requiring Prior Approval, you will see the disclosure(s) in in the Prior Approvals section for year 2014. From this section, you will have the ability to clone previous year's prior approvals.

Entity Name - select from the list. All active entities will be displayed.

Description of Activity

Total $ Amount

Disposition

Kept It, Turned it In, Not Applicable, Other

Duration (in days)

Work Days

Vacation Days

Research related - is this activity related to you sponsored research?

Involves Intellectual Property

Uses University Resources

Click Save when done. You will be directed back to the Disclosures page.

Edit a Disclosure

Click on the Pencil icon in the activity column of the entity you are wanting to edit.

The information about that entity will be appear in the fields in the bottom half of the window.

Make your changes and select the blue Save button.

Delete a Disclosure

Click on the Trashcan icon in the Action column of the disclosure you want to delete.

A warning message will be displayed asking you to confirm your action.

Click on the blue Delete button to delete the entity or select Cancel if you change your mind.

Remember, if you simply want to stop an entity from displaying as an option when completing your Disclosure page, Inactivate the entity.

NOTES: About editing and deleting a disclosure:

A disclosure can only be deleted if it is part of a report you are editing.

Similarly, a disclosure can only be edited before you submit your report.

Disclosures in reports that have been certified and submitted cannot be deleted (the trashcan button will be disabled).

Similarly, disclosures cannot be edited if the report has been submitted. The Pencil button will cause the details to be displayed in the bottom half of the window but all fields will be disabled.

Clone from Prior Approvals

Expand the year(s) to locate prior approval

Select a disclosure

Click clone

Edit as necessary

Submit you Disclosures

Once you have entered at least one disclosure you must select the disclosures you would like to submit. From the Disclosure of Activities & Financial Interest page:

Select the disclosure(s) you will be submitting by checking the first column.

Click the Submit or Continue to the Next Step Button

Step 4 - Certify

The final step is Certification. You must check each box in order to submit your report; each certification is mandated by the policies described on this page.

Check each certification box.

The Submit button will activate, and a confirmation message will display.

Once you submit your report, your session in the iDisclose system will automatically end.

If you entered disclosures, you will receive two emails. One indicating your report was received and submitted successfully, and the second email with a PDF attachment of your report. If you did not enter disclosures, you will receive one email indicating your report was received and submitted successfully.